Executive Assistant to the Senior Vice President for Academic Affairs

Alexandria, VA
Type: Lay
Posted Jan 23, 2023
Job Title
Executive Assistant to the Senior Vice President for Academic Affairs
Name of church or organization
Virginia Theological Seminary
Location
Alexandria, VA
Job Description
POSITION SUMMARY
The Executive Assistant to the Senior Vice President of Academic Affairs relieves the Sr. Vice President of operational and administrative details and performs administrative functions that require a thorough knowledge of seminary policies, procedures, and operations, and an understanding of the seminary role within the community.  The Executive Assistant has recurring contact with senior administrators and executives both within and beyond the seminary, students, members of the Board of Trustees, and visiting scholars and dignitaries.  The Executive Assistant exercises initiative and independent judgment in managing the Sr. Vice President’s and the department’s priorities and schedules, coordinating activities with other areas of the seminary in implementing institutional and departmental vision and goals.  The Executive Assistant uses discretion in the dissemination of information to faculty, students, staff and the various publics served by the seminary.

ESSENTIAL FUNCTIONS

  • Facilitates the efficient and effective utilization of the Vice President’s time through ongoing prioritization and scheduling.
  • Serves as a liaison between the Vice President and other seminary administrators, members of the Board, faculty, staff, and students.
  • Advises faculty and students on institutional policy and decisions in consultation with the Sr. Vice President.
  • Coordinates the flow of incoming and outgoing communications drafting and coordinating responses as appropriate.
  • Coordinates and provides leadership and guidance for departmental and institutional events.
  • Manages the departmental calendar and drafts agendas for weekly departmental meetings.
  • Assists with developing and drafting agendas for faculty and board meetings, ensuring that academic and institutional priorities and responsibilities are fulfilled in a timely and appropriate manner.
  • Responsible for drafting, posting and tracking (ensuring that motions and items progress appropriately) minutes for faculty and board meetings.
  • Assists in administering academic assessment programs, overseeing and managing student portfolio process and platform.
  • Plans and coordinates academic activities for Commencement.
  • Drafts and posts minutes for the Academic Affairs Committee and ensures that motions are reported out appropriately.
  • Works with the chair of the subcommittee for honorary degrees to process honorary degree applications, coordinates the conferral of the degrees.
  • Assists with the development and management of budgets under control of the Vice President’s office by maintaining budget records and reconciling and verifying vouchers and receipts for accuracy.

POSITION QUALIFICATIONS

Competencies:

  • Presents a positive image of the seminary to students, faculty and staff, visitors and external constituencies.
  • Ability to safeguard confidentiality by exercising discretion in communicating information to internal and external constituencies.
  • Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
  • Possesses exceptional communication skills.
  • Remains competent and current in administrative best practices, particularly in the realm of higher education and theological education.
  • Ability to advance projects independently.

SKILLS & ABILITIES

Education: 

  • Bachelor’s degree.

Experience: 

  • At least five years of increasingly responsible administrative experience.
  • Extensive knowledge of general office procedures and practices.
  • Experience and competence in supervision of others.
  • Experience balancing program administration with general administrative support.

Administrative and Technological Skills: 

  • Excellent verbal, written, and communication skills.
  • Attention to detail, ability to prioritize in an environment of changing priorities, and excellent organizational skills.
  • Must be able to work independently, use initiative, and make substantive decisions quickly.
  • The ability to develop knowledge of, respect for, and skills to engage with those of other cultures and backgrounds.
  • Familiarity with or willingness to learn about the Episcopal Church.
  • Facility with Microsoft 365, knowledge of data base applications, experience with web-based platforms, willingness to learn new skills.
  • Ability to anticipate and address institutional and individual priorities and expectations.

 PHYSICAL DEMANDS

  • Must be able and comfortable sitting for long stretches of time, lifting up to 10 lbs, taking minutes in meetings requiring typing for extended periods, up to 2 hours at a time.

WORK ENVIRONMENT

  • Work is performed primarily in an office at a desk.
Type of Commitment
Full Time
Does this job pay?
Yes
Application Process
Qualified applicants, please send CVs to jobs@vts.edu